Xitracs User Guide

Please reference the below user guide and video links for information on how to use various functions in Xitracs.

On the Qualifications tab of the faculty record to add records for each degree, click Add new under the Degree Awards header.

On the Add New Degree Award form, please complete the following:

Degree Awards

Label	Xitracs Field	Field Type	Instructions
A	Degree award	Drop-down	Use the degree description from the transcript (i.e., Master of Science, Doctor of Philosophy) and select from the dropdown menu
B	Name	Text	The major description exactly as it is listed on the official transcript or degree verification.
C	Institution	Text	Institution name exactly as it is listed on the transcript, or current name of the institution if known.
D	Field	Text	The concentration description as it is listed on the official transcript or degree verification (if a concentration is listed). This is not the same as the major noted above (i.e. Name field).
E	Notes field	Text	Notes or justification.
F	Year	Text - Numeric - 4 digit year (YYYY)	The year degree conferred as articulated on the official transcript or degree verification.
G	Transcript on file	Check box	Check the box if there is a transcript on file.
H	Terminal Degree	Check box	Check the box if this is for the terminal degree.
I	Date	Check box and Dropdown	Check the box and the date field will record the date the degree award record is added to Xitracs.
J	Exclude from SACSCOC Roster	Check box	Check this box if the qualification does not need to be included on the SACSCOC roster.

On the Add Course Credits form, please complete the following:

Credits

Label	Xitracs Field	Field Type	Instructions
K	Course name	Text	Enter the course name exactly as it appears on the transcript.
L	Notes field	Text	Notes or justification for course
M	Year	Text - Numeric - 4 digit year (YYYY)	The year the course was completed as listed on the official transcript or degree verification.
N	Credits	Text - Numeric	The number of credits as listed on the official transcript or degree verification.

On the Add file form, upload the transcript file and select Transcript from the dropdown menu.

Attachment type	Instructions
Transcript	Image transcript and redact sensitive information. The most common forms of sensitive information found on academic transcripts are birthdates and identification numbers (please refer to https://itgovernance.vcu.edu/security/ for questions about sensitive information). VCU V-numbers are okay to leave unredacted.

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